Part-Time Administrative Assistant II

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 25,000 - 33,000; Part time

Job summary

Community College of Philadelphia is seeking a Part-time Administrative Assistant II to support the Director of Student Success and Retention. The role involves clerical duties, data entry, and preparing reports using MS Excel, Word, and Starfish.

The position requires strong organizational and communication skills, with in-person work Fridays during the academic year and Thursdays in the summer schedule. Very good customer service is essential.

Qualifications

• High School diploma or GED is required.

Responsibilities

• Provide administrative support to the Director and Student Success/Retention team.

Skills

Administrative support

Communication

Organizational skills

Customer service

Team collaboration

Education

Associate degree preferred

Regionally accredited degree

Tools

MS Excel

MS Word

PowerPoint

Starfish

Canva

Banner system

Job description

The Administrative Assistant II (Part-time) position provides general administrative support to the Director, Student Success and Retention and the department. This position performs routine and complex duties and responsibilities, while working independently and collaboratively with office staff to ensure timely and effective office operations. Other responsibilities include handling all clerical duties as assigned, including typing, creating and maintaining spreadsheets, and data entry. This is a part-time on-site position with work hours not to exceed 25 hours per week. Required days in the office are Fridays during the academic year and Thursdays during summer schedule. Other days in the office can be flexible.

• Provide administrative support to the Director, Student Success and Retention and the Student Success and Retention team.
• Prepare and maintain reports using MS Excel Word, and Starfish.
• Assist with simple research projects as assigned, gathering and compiling information and preparing reports using MS Excel Word, and Starfish.
• Assist in the preparation of presentations using PowerPoint.
• Respond effectively to shifting priorities as needed in the office and the division.
• Respond to internal and external inquiries, redirecting calls and taking accurate messages.
• Maintain department scheduling and calendar logistics such as updating progress survey dates, trainings, and office events
• Handles logistics for office events such as creating flyers, room reservations, RSVP lists, and ordering food and supplies
• Works with Systems Analysts and Director to produce and publish the progress survey calendar and handle website edits
• Performs annual outreach to departments to ensure proper updates are made to Starfish services/resources
• Oversee the Complete with 15 application process.
• Triage student, staff, and faculty inquiries for the office
• Collaborate with faculty, staff, and administrators at all levels to ensure timely and effective office operations.
• Periodically assist with other departmental projects and College committees as assigned.
• Perform assigned duties in a manner consistent with the mission, goals, and core values of the College.
• Maintain sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological and ethnic backgrounds.
• Perform other duties as assigned.

• High School diploma or its equivalent (e.g. GED) required.
• Two (2) years of relevant work experience in an office setting required.
• Demonstrated ability to handle multiple tasks with strong organizational skills required.
• Ability to communicate effectively both verbally and in writing required.
• Ability to provide excellent customer service to internal and external stakeholders via telephone and email required.
• Ability to maintain confidentiality of students’ records and information required.
• Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and staff of varying social economic, cultural, ideological and ethnic backgrounds required.

• Associate’s Degree preferred. Any and all degree(s) must be from a regionally accredited institution of higher learning.
• Demonstrated proficiency using Microsoft Excel Word PowerPoint, and Canva.. Starfish preferred
• Prior experience using the Banner system preferred.